Event Manager

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being listed among the 2025 Most Innovative Marketing Agencies of the Year by Chief Marketer, named Top Agency of the Year 2024 by Event Marketer, highlighted as a Global Agency of the Year, over 100 Employees by C&IT, and listed among the "200 Top Marketing Agencies" in 2024, 2023, & 2022 by Chief Marketer.

Learn more at www.firstagency.com

What You Would Get To Do

The Project Manager is responsible for supporting clients with both internal and client-facing events and conferences, delivering exceptional service through effective project management and creative solutions. This role involves overseeing all aspects of event operations, from initial briefing to post-event reconciliation. Key responsibilities include managing project plans, collateral, registration, transportation, hotel accommodations, entertainment, food and beverage, audio/visual needs, webcasts, staging, speaker coordination, and event execution.

There is a requirement for onsite events to travel domestically or abroad as required.

Client & Event Management:

• Act as the primary client contact after the event space is booked, managing all details from planning to post-event.
• Conduct pre-conference planning meetings with clients to understand their vision, objectives, and detailed requirements, including meeting room setups, catering needs, audiovisual technology, guest demographics and agenda times.
• Review of all meeting spaces to ensure proper space assignment
• Guide clients through the event planning process, offering expert advice, creative solutions, and opportunities to enhance the guest experience and successful event delivery
• Manage multiple programs/events of varying complexity, across product areas, with creativity, innovation, and strategy, delivering world-class service execution
• Review and enforce all client policies, event and local site guidelines.

Internal Coordination & Communication:

• Serve as the central communication hub, coordinating with all internal departments, including Catering/Food, Facilities, Audiovisual/Production, Reception, and Security to consolidate touchpoints between client and service teams..
• Lead and attend key internal meetings, such as operational event meetings, to ensure all service teams are well informed about client expectations and event execution.
• Create, manage and distribute event details, project timeline and key deadlines to all stakeholders and service lines 
• Coordinate load-in, set up,  strike schedules and general oversight for 3rd party service providers that will be supporting the event on campus
• Maintain expert knowledge of the venue’s facilities, services, capacities, and operational capabilities

On-Site Execution:

• Be present on the day of the event to greet the client, oversee event setup, and act as the main point of contact for any on-site needs, changes, or troubleshooting.
• Proactively identify and resolve service or logistical challenges in real time, ensuring a smooth, successful event for the client and their attendees.

Administrative:

• Using approved internal templates and systems, prepare and manage all event-related documentation, including detailed Event Orders (EOs), Event resumes, Run of Shows, diagrams/floorplans, quotes for AV packages and additional items/services with associated costs, host communications, post-event reporting, ensuring accuracy and timely distribution to all operational departments.
• Conduct post-event evaluations and solicit client feedback to identify areas for improvement.

What We Are Looking For

Experience:

• A minimum of 3-5 years of progressive experience in event planning, conference services, or catering, preferably in a large-scale hotel, resort, or conference centre.
• Proven track record of successfully managing multiple large, complex events simultaneously.

Certifications:

• Certified Meeting Professional (CMP) designation is highly desirable.

Technical Skills:

• High proficiency in event management software (e.g., Delphi, Cvent, Eventbrite, or similar)
• Proficiency in the Google Workplace Suite.
• Strong understanding of banquet/catering operations, audiovisual technology, and room setup configurations.
• Advanced event planning/production experience for events typically ranging between 50 – 300+ people

Exceptional Communication:

• Superior verbal and written communication skills to interact professionally and effectively with clients, vendors, and internal team with varying expertise and varying levels.

Organisational Prowess:

• Meticulous attention to detail and outstanding organisational and time-management skills. Ability to prioritise and manage multiple projects in a fast-paced environment.

Problem-Solving:

• A proactive, creative, solution-oriented mindset with the ability to think critically and remain calm under pressure.

Interpersonal & Leadership:

• Strong leadership and interpersonal skills. Ability to build rapport with clients and motivate operational teams.

Collaboration & Influence:

• Confident and skilled in negotiating with clients and service providers to achieve mutually beneficial outcomes.

Flexibility & Adaptability:

• Must be able to flex work schedule to include early mornings,  evenings, and occasional weekends, based on event demands. Adaptability to situations and ever-changing demands.

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